Ask The Experts - July 2008
Numbers are key in the event-planning game!
Q: I want to rent a venue for my event but I don’t know if the space is big enough. Is there a calculation I can use?
A: I utilize a great utility at Plansoft.com to assist me with venue calculations. You should add this to your Web favorites. It’s easy – just plug in the numbers to find out how many people will fit into your room, or to see at a glance what size room you’ll need for your given number of attendees.
Off to the right there's an image of what the calculator looks like at the site – you have to admit that even those of us who hated math can surely handle this!
Q: I don’t play golf but I have to host a few clients. How do I choose a golf course?
A: First, plan your budget. It should include the following expenses: green and cart fees, equipment rentals, locker room access, practice balls at the range, property fees, food & beverage costs, banner-hanging fees and RT transportation from hotel or venue.
Next, find golf courses in the area and their course ratings (level of difficulty). A great source is WorldGolf.com, which reviews each course by destination categories. Every golf course receives both a USGA Course Rating and a “slope rating.” This is very important – you wouldn’t want to frustrate your players by using a course that’s too difficult for them! Unfortunately, this issue is often neglected, since most event planners focus only on course beauty and prestige.
Communicate your players’ skill levels to the golf course reps so they can give you additional advice on which course to choose. Of course, if you’re able to, visit the golf course clubhouse and speak with the golf pro. It’s always best to hear from the horse’s mouth – nothing beats personal experience!
Third, check course conditions: Lean when grounds maintenance is done and when the grass is seeded. Never make assumptions about turf conditions, and feel free to discuss even the most basic maintenance activities. Most courses do overseeding, a six-week process that typically takes place from mid September through November in the resort areas of the Southwest and Southeast. Then there’s aeration (or aerification, as it’s sometimes called), which punches holes in the greens (and sometimes fairways). This occurs once or twice a year at most golf courses.
If you’re budget sensitive, note that fees are often reduced by 10 to 20 percent during overseeding and aerification. Still, playing at that time isn’t recommended. According to World Golf.com, aerification and overseeding are essential for maintaining course conditions. But many golfers prefer to plan their vacations around maintenance schedule. A great source for learning the schedule for any given course is WorldGolf.com. For the schedule for Las Vegas specifically go to LasVegasGold.com.
Fourth, you’ll need to schedule tee times, which should be based on several factors:
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Are you playing nine holes or 18?
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What are the weather and temperature conditions at various times of day? (For example, for summer golf in Las Vegas, you’ll want the earliest possible tee time.
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What’s the course tournament schedule? (Make sure there isn’t a tournament on your desired date!)
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How many people people will be in your party? And are you holding a mini-tournament, or just arranging a few foursomes?
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Do you prefer a shotgun (for tournaments only) or regular start? (This will be determined by number of players and how quickly they want to finish the course.)
Finally, you want your guests to think you’re on top of the game, so bone up on golf lingo. A great article to consult is: “TMP: You Don’t Know Golf, Then Fake It; Tips and Terminology for the Non-golfer Planner” by Allan Lynch. You’ll find it online at: mpiweb.org.
References: WorldGolf.com, Golf.com, USGA.com, TravelGolf.com.
Acknowledgment: Mike Boone, senior national account manager, Coastal International; Jim Wetterling, president, Edlen Electrical.
Calanit Atia, president and founder of A to Z Events in Las Vegas, has been an event planner working with exhibitors for over 12 years. She is a graduate of UNLV with emphasis on tradeshow, events and convention management. Atia is the recipient of the prestigious Miller Freeman award for contributions to the tradeshow industry. She is also an Israeli Air Force Veteran, who served during the first Desert Storm. She can be reached at Calanit@atozevents.com or 800-244-5775.
